Interoperability Analysis of the Electronic Commercial and Transport Invoice

Transcription

1 Interoperability Analysis of the Electronic Commercial and Transport Invoice Maša Čertalič, Martina Gržančić B2MoS Mid-term Conference Valencia, 30th October

2 Table of contents 1. Aims of sub-activity 2. Methodological approach 3. About electronic invoicing 4. Findings 2

3 Table of contents 1. Aims of sub-activity 2. Methodological approach 3. About electronic invoicing 4. Findings 3

4 Aims of sub-activity The mail goal of the sub-activity was to assess the practicality of introducing e-invoicing into the European shipping and freight markets and the maturity of the European markets, to this aim to specify needs (limitations) and opportunities for the transport sector and MoS. To achieve such a goal we analyzed: 1. legislative and institutional framework at the European level as well as at the level of Member States (with a look at Spain, Greece, Germany and Slovenia); 2. potential savings deriving from the introduction of electronic invoices as well as investments needed; 3. current use of electronic invoices in Spain, Greece, Germany and Slovenia and barriers that are preventing from using electronic invoices with a special attention to the transport and maritime sector Considering a relatively low degree of use of electronic invoices in particular in the transport sector the aim of the activity was also to promote the use of e-invoicing. 4

5 Table of contents 1. Aims of sub-activity 2. Methodological approach 3. About electronic invoicing 4. Findings 5

6 Methodological approach - Participating partners: Fundacion Valenciaport, Port Authority of Valencia, Boluda Lines, GRM, TIBA, PORTIC, Contenosa, Port Authority of Bilbao, Luka Koper, d.d., Intereuropa d.d., dbh Logistics IT AG, Neptune Shipping Lines, Global Maritime Agency, Port Authority of Piraeus - Analysis: legislation, reports and literature about the use of e-invoicing and potential savings, official statistics. - Contacts and interviews: members of the national multi-stakeholder forums, members of port communities and other operators - Questionnaire, Analysis about Germany, Greece, Slovenia and Spain, Comprehensive report 6

7 Table of contents 1. Aims of sub-activity 2. Methodological approach 3. About electronic invoicing 4. Findings 7

8 About electronic invoicing An invoice paper or electronic is a document certifying the delivery of a product or the provision of a service, showing the date of accrual and the amount payable in consideration for the product or service provided. The invoice contains the issuer s and recipient s details, a description of the products and services provided, unit prices, total prices, discounts and taxes. (full) electronic invoicing act of receiving and or sending electronic invoices in a structured format that is suitable for automated processing. Full electronic invoicing permits the major benefit both for the invoice issuer and for the recipient 8

9 About electronic invoicing Wide scope of possibilities to transfer an invoice electronically: - Via with the invoice attached in pdf or xml - Via web portal - Via EDI etc. (considered most secure and most reliable delivery + maximum level of automation) Normally the electronic invoice consists of two elements: a data component with a structured form which enables process automation - an image element that provides a human readable presentation. Standardization: more than 450 technical szntax standards in Europe common global, regional, industry specific and national standards. Already today few standards (CEN, UBL, EDIFACT) cover 99% of the existing market, however the European Commission decided that semantics rules for the core of the e-invoices must be created to facilitate wider interoperability. 9

10 About electronic invoicing Models of transmission of electronic invoices: - The seller or supplier direct model - The buyer direct model - The consolidator or network model (e-delivery provider) In the first two models there is a need of multiple integration projects. Potential benefits: - no need to print and envelope invoices, no need of stamps, shorter processing time, increased transparency, improved security and auditability of data, decreased number of human errors, less space needed for archiving documents, better for the environment - key metrics to evaluate the efficiency of accounting in relation to invoices: time to process and invoice, cost to process and invoice -Koch B.: o electronic and automated invoices processes can result in savings of 60 80% compared to traditional paper- based processing o payback period of investments : years o savings between 1 and 2% of the turnover are realistic objectives 10

11 Table of contents 1. Aims of activity 2. Methodological approach 3. What is electronic invoicing 4. Findings 11 11

12 Findings Legislation at EU level: - Commission Decision of the 31 October 2007 setting up an Expert Group on electronic invoicing (e-invoicing); - Communication of the European Commission with the title Reaping the Benefits of Electronic Invoicing for Europe of the 2 nd December 2010 containing the Commission s vision for making e-invoicing the dominant form of invoicing in Europe by 2020 and with the proposal of creating an European Multi- Stakeholder Forum; -Commission Decision of the 3rd December 2010 entitled Setting up the European Multi-Stakeholder Forum on Electronic Invoicing (and corresponding national multistakeholder forums in Member States), where the mission of the Forum is to assist the Commission in the monitoring of the development of the e-invoicing market and the e- Invoicing adoption level in industry and services across the Member States; - Council Directive 2010/45/EU, referred to also as e-invoicing directive, on the common system of value added tax which revises and simplifies the rules for the submission of electronic invoices, setting the electronic and the paper invoice on an equal footing giving a great freedom to the electronic-invoicing technology (authenticity of the origin, integrity of the content, legibility of an invoice); - Directive on electronic invoicing in public procurement (2014/ 55/ EU) of the 16 th of April 2014, which is introducing mandatory e-procurement. 12

13 Findings Legislation at national level, initiative of public sector and organized groups: -Germany, Greece, Slovenia, Spain follows the European legislation - transposition of legislation with similar philosophy some differences (ex. Digitisation of documents in Spain, abolition of imperative of digital signature in Germany, mandatory use of electronic invoices in public sector by January 2015 in Spain, Slovenia ) -Promoted national standards: facturae, e-slog, Greek Core Invoice, FeRD/ ZUGFeRD (commonly agreed format) - very relevant work done by organized groups at national level in particular national multistakeholder forums on e-invoicing 13

14 Findings Use of e-invoicing: -Number of companies using e-invoicing is growing -Traditionally utilized by large companies, banks, insurance companies, retail and automobile industry (lower rate in countries with a relevant number of SMEs) -In many cases paper persists with the use of e-invoicing - most commonly sending e-invoices via (with an attached pdf-document) - in port and transport sector low use Investments needed: -The cost is dependant on how computer and information intensive the workflow is within a company ex. If a company already uses an ERP (Enterprise Resource Planning), the cost depends also on the size of the company - costs varies from monthly fees to use software solutions (starter, standard or professional package) to lump sumps for the preparation of the structure of the invoice and set up an ERP and rearrange the organization workflow - in the case of the use of e-delivery providers, the cost depends on the quantity of invoices to be transmitted and destination (network agreements) - available are also freely distributed applications 14

15 Findings Obstacles limiting the use of e-invoicing: - market penetration not sufficiently high the customers do not ask for e- invoices - lack of standardized documents that can be used for transactions with all business partners - lack of legal knowledge - uncertainty regarding fiscal approval - not having the required software tools or not having the digital signature -Difficult to calculate exactly the savings from switching to e-invoicing/ hardly any cost savings expected -Organizations must agree separately with each business partner about the use of e-invoicing 15

16 Findings Recommendations - if there are uncertainties present in legislation need for clarification and further simplifications when possible; - need of information - greater communication effort must be carried out - particular attention should be directed towards SME; - training programmes to support a capacity shortage and to prepare the for the use for e- invoicing; - for initial investment financial aid to by Member States; - exchange experience and good practices importance of explaining the benefits to motivate; - standardisation issues in particular relevant for transport availability of technical solutions that could ease such operations would be necessary/ further research on such aspects will be needed. - attachments to invoices are problematic in the transport and maritime sector/ Technical solutions should be found that support the digitalisation of such attachments or even the introduction of modified procedures to enable paperless operations. 16

17 Thanks for your attention! 17